> ## Documentation Index
> Fetch the complete documentation index at: https://docs.paywise.de/llms.txt
> Use this file to discover all available pages before exploring further.

# Import open items

> Pull open items from DATEV into paywise as claims — manually or automatically on a schedule with rules

# Import open items from DATEV

Once DATEV Connect is set up, paywise fetches your **open items** from the
bookkeeping and turns them into claims. You can trigger that by hand at any time, or
set up an **automatic import** on a schedule with rules.

<Note>
  paywise reads the open items and does not modify your bookkeeping. Nothing is
  settled, reposted or reversed.
</Note>

## Submit a claim by hand

<Steps>
  <Step title="Start an order">
    On the DATEV dashboard, choose **Neuer Auftrag** (*new order*).
  </Step>

  <Step title="Pick the fiscal year and the items">
    paywise first asks for the fiscal year and then lists the open items from DATEV.
    Select the items to be collected.
  </Step>

  <Step title="Check the data">
    paywise takes the debtor account number, amount, document date, due date and the
    debtor's master data. Review and correct anything missing.
  </Step>

  <Step title="Send the order">
    Answer the legal questions, accept the terms and submit.
  </Step>
</Steps>

<Warning>
  **The manual picker shows postings, not consolidated open items.** An invoice with
  several postings — deposits, partial payments, discounts — appears there more than
  once. In that case select only the row carrying the invoice document. The **automatic
  import** does consolidate the postings correctly into one open item.
</Warning>

## Set up the automatic import

Start the wizard from the DATEV dashboard, or under **DATEV Einstellungen →
Automatischer Forderungsimport → Assistent starten**. Afterwards you manage
everything under **Einstellungen → Auto-Import**.

Three things must be configured before the automatic import can be enabled. paywise
names them under **Bitte konfigurieren Sie:**

1. **Geschäftsjahr** (fiscal year)
2. **Zeitplan** (schedule)
3. **Import-Regel** (import rule)

### Fiscal years

Choose which fiscal years paywise should search. **Alle auswählen** and **Keine
auswählen** set the selection quickly.

### Schedule

In the **Zeitplan** section, **Bearbeiten** (*edit*) lets you set:

* **Intervall** — every *n* hours, days, weeks or months
* **Erster Import** — date and time

Under **Vorschau** paywise shows the next import time. Save with **Speichern**.

### Import rules

Rules decide **which** open items are imported. You build them in the **Regel-Editor**
from conditions — combined with **UND** (all conditions must hold) or **ODER** (at
least one must hold), and groupable via **Gruppe**.

Conditions exist for two categories:

| Category               | Examples                            |
| ---------------------- | ----------------------------------- |
| **Rechnung** (invoice) | Amount, days or weeks overdue, date |
| **Debitor** (debtor)   | Attributes of the debtor            |

<Tip>
  **Test a rule before you save it.** **Testen** shows you how many invoices match, in
  the form *"X von Y Rechnungen entsprechen den Kriterien"* (X of Y invoices match the
  criteria).
</Tip>

Rules are evaluated **top to bottom**; the first matching rule is applied.

<Warning>
  **An open item without a due date matches no overdue rule.** Movement postings in
  DATEV carry no due date, so a rule such as "30 days overdue" deliberately does not
  apply to them.
</Warning>

### Activate

Set the **Automatischen Import aktivieren** switch and confirm with **Aktivieren**.
From then on claims are imported automatically according to the configured schedule.

**Deaktivieren** stops scheduled imports again; you can re-enable at any time.

## Follow the import runs

The DATEV dashboard shows the history of import runs. An individual run shows its
start time, trigger, duration, status and the number of imported claims, plus a list
of the individual items with their status.

## How paywise counts

<AccordionGroup>
  <Accordion title="One claim per open item — not per posting">
    DATEV returns open items as individual postings: an invoice with a deposit, a
    partial payment and a discount appears several times, and **every row repeats the
    balance of the whole item**. The automatic import groups those rows by account
    number and **Belegfeld 1** and creates **one** claim from them — using the details
    of the invoice row (due date, document date, document link).
  </Accordion>

  <Accordion title="No double import">
    paywise remembers, per account number and document number, which open item was
    already imported. An item that already has a paywise claim is skipped on the next
    run.
  </Accordion>

  <Accordion title="Debtor contact details">
    paywise takes phone, email, fax and website from the DATEV master data. Phone
    numbers are normalised into a consistent international form so that they do not
    fail validation in the order wizard. If a number cannot be converted safely, it is
    left as it is — and the wizard flags it, rather than storing a plausible-looking
    wrong number.
  </Accordion>

  <Accordion title="The debtor's legal form">
    For business customers, paywise takes the legal form from DATEV where it is
    maintained. Otherwise it is inferred from the company name (GmbH, e. K., e. V. and
    others). If no unambiguous marker is found the field stays empty and is resolved
    during order review. A value already set is never overwritten.
  </Accordion>
</AccordionGroup>

## Pause the import

**DATEV Einstellungen → Gefahrenzone → Integration deaktivieren** stops all automatic
imports. Settings and tokens are kept and you can reactivate at any time.

Uploading to Belege online continues unaffected.

## Questions

Write to [info@paywise.de](mailto:info@paywise.de).